CENTRAL WASTE MANAGEMENT TECHNICAL/EXECUTIVE COMMITTEE MEETING – Hotel Gander Ltd. – Salon C Gander

Page 1 December 4, 2008 2:00 p.m.

Present were:

Allan Scott, Chair Town of Gander Jeff Saunders Town of Grand Falls-Windsor Grant Horwood Town of Gander Wayne Manuel Bae NewPlan Glenn Arnold Terra Nova Larry Peddle Town of Harry Winter Town of New Wes Valley Rev. Don Young Norris Arm North

Roger LeDrew Government Services

Ed Evans CNWMA – Executive Director Karen Dunphy CNWMA – Administrative Assistant

Fred Budgell – Apologies – Other Commitment Cory Grandy – Apologies – Other Commitment Brian Beaton – Apologies – Other Commitment

A presentation was made by Warren Strong and Jim Pritchett of Strong Engineering Ltd. Their presentation included Integrated World Office – a web based application that can manage site operations from anywhere, and Route Hawk – a remote machine Intelligence, a system that can be used in all types of vehicle and perform multiple functions. Some include weighing, invoicing and locations/mapping etc. The Always-On Line data can be transferred by RF, Cellular, Satellite and wireless communications.

BNG will follow up with Mr. Strong on detailing potential operations for CNWM, outlining the development, installation and operational costs for the board to review and possibly approval.

The Executive Director will do a reference check with CCPP.

1. Review of Previous Minutes – October 30, 2008 Executive Minutes Motion: Moved by H. Winter to adopt the minutes of October 30, 2008. Second by G. Arnold. M.C.

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Technical Minutes Motion: Moved by D. Young to adopt the minutes of October 30, 2008. Second by G. Horwood. M.C.

2. Business Arising - Wayne Manuel’s Report 2.1 Regional Site Clearing and Grubbing Tender: (Woodco) –Scheduled completion date was Nov 07. - Main road is grubbed for RS2 contractor - Work ongoing on remainder of site. Progress of work has picked up. Weather causing some delays. - Approximately one week of work remaining - Contracts have been sent to contractor for signing

Site Roads CP2: - Tenders closed October 21, 2008. Recommended tender be awarded to second bidder (Marine Contractors) due to incomplete bid by low bidder (Adams Construction) - Have approval from CNWMA, DMA and Town of Gander to award. - Work cannot start until Crown Lands lease is signed. Survey has been submitted to Crown Lands. Expect lease to be signed shortly. Holding award letter until crown lands approval is received - Allan will contact Minister O’Brien to have him request through the Sept. of Environment and Conservation, permission to access the Regional Site for RS2 – Road Work and Drainage.

Geotechnical - Work to be completed this fall or early winter. Results needed to complete design of buildings.

Well Drilling - Tender documents being prepared. Work to be completed this fall or early winter. Results needed to complete design of buildings mechanical systems.

Site Buildings - Design drawings 80% completed on Scale House, Public Drop-off Area, and Maintenance Garage.

Landfill - Landfill first cell sizing and location ongoing - Alternate liner design approved by the Department of Environment. Cost effective and reduction to overall cost of landfill construction. - Sizing and location of leachate treatment ongoing

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Crown Lands Application - We are close to receiving the documentation for ownership. Our legal name is Central Regional Service Board. Executive Director will continue to follow up on.

Utilities - Plans submitted to NF Power and Aliant for review and request for contribution –in-aid

Project Sign - Revised layout sent to Government for approval.

2.2 Local Waste Management Facilities Clearing and Grubbing TS1 - Tender close Nov. 7, 2008 and recommendation to award to Professional Grading - Town of Gander has approved award - Waiting to DMA approval to Award. DMA is holding approval to award until funding is approved

MOTION: Moved by J. Saunders to award TS1. Second by L. Peddle. M.C.

Geotechnical - Boreholes and test pits to be completed on each site prior to completing building design. Work has to be completed this fall or early winter.

Well Drilling - Tender documents being prepared. Wells have to be drilled and yield determined prior to completing building design. Work has to be done this fall or early winter.

Site Buildings - Preliminary drawings package completed on one transfer site. Drawings underway on others.

Crown Lands Application - Buchan’s Junction – Legal survey submitted and lease documents being prepared. - Approval received to proceed with grubbing

- –Not Crown Land - Legal survey completed - CNWMA negotiating with Abitibi on land acquisition

- New World Island/ – Crown Lands application submitted and under review. - Letter from Crown Lands received stating Forestry position is that they wish $36,000 compensation for silviculture

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- Fogo Island – Forestry has been approved. Compensation required from forestry is approximately $ 7,000. - Legal survey completed - Approval received from Crown Lands for grubbing

- Gander Bay –Forestry has approved. Waiting on written release from Forestry - Approval received from DWST - Survey completed and submitted - Waiting on Crown Lands approval for grubbing

- Indian Bay – Legal survey completed and sent to Crown Lands - Waiting on approval for grubbing

- Terra Nova –Legal survey submitted - Approval received for grubbing - Waiting on lease documents

3. Project Master Schedule - Project schedule may be delayed due to delay in receiving approval to start work on RS2 and TS1

4. Interim Waste Disposal Study - Study complete -Waiting on funding approval

5. Fogo Island Interim Waste site Clean -Up - Clean up of site completed - Site has been ready to accept waste since September 19, 2008 - Operational signs to be erected - Operation of site responsibility of Fogo Regional Council

6. Fogo Island Transfer Station - Funding approved is $ 436,000 - TS2 (Building) Low bidder recommended for rejection. Second bid much higher. Recommend re-tender. - Tender package TS3 (site work and building foundations) Low bid was $165,000 above pre-tender estimate - Tender package TS4 (supply transfer trailers) Low bid was $16,000 below pre-tender estimate. - TS5 (trucking to Gander) Tender close December 9, 2008 - TS6 (Curb side collection) Approval received from Fogo Regional Council to go to Tender. Tender close Jan.13, 2009 - Anticipated completion date to Temporary Transfer Facility is March 31, 2009

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7. Twillingate Interim Waste Disposal Study - Approval received for study - Field work completed - Study to be completed by end of January 2009

8. Change Island Interim Waste Disposal - Approval received for study - Field work completed - Study to be completed by end of January 2009

9. Financial Report MOTION: Moved by L. Peddle for payment of bills: Cheques #447 - #463 – Totaling $35,193.49. Second by G. Arnold. M.C.

MOTION: Moved by L. Peddle for payment of the attached invoices dated to December 4, 2008. Second by G. Arnold. M.C.

Monthly Calendar MOTION: Moved by L. Peddle to award project to Economy Printing Ltd, as this was the lowest quote, as per specs for 200 planners. Second by G. Arnold. M.C.

10. Other Business/Correspondence - Authority Status - still waiting to hear from Dept. of Municipal Affairs

MOTION : Moved by L. Peddle for Allan Scott to inform the Dept of Municipal Affairs that as of the end of January 2009 the Town of Gander and CNWM Committee members will be backing away from the operations of CNWMA until government catches up. Second by H. Winter. M.C.

- SWANA Waste Con– Executive Director presented a written report – Information purposes - Report on visit to Rapid City - Written reports presented by E. Evans and J. Saunders. - Wayne Manuel presented a report on Selection of Composting System

MOTION: Moved by J. Saunders to accept the recommendations outlined in Waynes report. Second by D. Young. M.C.

- Operating Permits - Change Islands/Twillingate – A follow up will be carried out by the Executive Director with the Towns of Change Islands and Twillingate

- LoBlaws – $0.05 per/bag The CNWMA may explore opportunities with grocery stores.

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NOTE: At 4:45 a phone call from MR. Cory Grandy to Allan Scott informed the committee that the Authority Status has been put in place, board members and Chair appointed. An official announcement by Municipal Affairs will be made at a later date.

MOTION: Moved by H. Winter to give Staff a $200 Christmas bonus. Second by G. Arnold. M.C.

11. Adjournment at 12:00 Next committee meeting is tentatively scheduled for January 15, 2009 or at the call of the Chair.

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